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OLAC Newsletter
vol. 23, no. 3
September 2003


TABLE OF CONTENTS


FROM THE EDITOR

FROM THE PRESIDENT

OLAC EXECUTIVE BOARD, 2003-2004

TREASURER'S REPORT

OLAC MEETING MINUTES
      CATALOGING POLICY COMMITTEE
      EXECUTIVE BOARD MEETING
      MEMBERSHIP MEETING

FROM THE IMMEDIATE PAST PRESIDENT, OR, ONE PERSON’S ALA TRIP REPORT

CALL FOR CANDIDATES

OUTREACH/ADVOCACY COORDINATOR'S REPORT

CONFERENCE REPORTS
      MEDIA RESOURCES COMMITTEE
      MARBI
      CC:DA
      AMIA CATALOGING COMMITTEE

LIAISON REPORTS
      NEWS FROM OCLC
      OCLC MEMBER'S COUNCIL REPORT

THE NANCY B. OLSON AWARD
      2003 WINNER
      CALL FOR NOMINATIONS

NEWS & ANNOUNCEMENTS

BOOK REVIEWS

EVERYTHING YOU ALWAYS WANTED TO KNOW

IN MEMORIAM



FROM THE EDITOR
Jain Fletcher


This issue is about the spirit of OLAC members. It follows the ALA Conference in Toronto, where the perceived risk of an infectious disease spread a kind of pall over the entire proceedings, translating to reduced attendance overall. The only hurdle originally expected for this ALA Conference had been that of proper preparation for international travel; otherwise, librarians had really been looking forward to having their professional meetings in this exciting new destination.

Toronto did its part and delivered. There was good weather and all the citizens were warm and welcoming. However, there was indeed reduced attendance and it was apparent at every meeting attended. Still, the caliber and enthusiasm of the attendees was high and people returned home with the overall feeling that the Conference was worth the effort.

This was especially true of the OLAC meetings. As the contributions in this issue show, its first meeting was held without a quorum of its members (CAPC). This allowed the audience the chance to be treated to a longer-than-usual account by its liaison (and substitute liaison) John Attig, of the activities and endeavors of the two cataloging groups, MARBI and CC:DA. Another of its meetings (Exec) also had no quorum, but carried through with as much of its planned discussion as it could, all done in a lively and informative way. While we sorely missed Kay, we got a preview of the Board to come, with Cathy as its head. Following that meeting, the Membership meeting was the best attended of all. With a reduced Board presiding at the head of the room, the audience took a somewhat more active role than usual. Throughout, the flexibility and willingness of the membership to enter into the spirit of the effort was noteworthy. Best yet, Verna came to it (miraculously!) with the wording of the NBO Award plaque, faxed to her just in time by the determined and persistent Kay, who apparently would not stop until she succeeded in this effort. In lacking that prior to the meeting, the Board had hoped that the substitute presentation it had organized would be suitable for its august recipient. My feeling was that it turned out better than we could have hoped--Jean received a bouquet at the meeting--flowers and a flowery introduction by Kevin--and her plaque sent to her afterwards. She was double-gifted!

Whether they attended the meetings or not, all the liaisons and reporters sent in their contributions for this issue. This Newsletter is replete with activities, announcements, reports and reviews. I invite you to read it cover to cover to see what I mean about OLAC's spirit.

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FROM THE PRESIDENT
Cathy Gerhart


As I sit down to write my first column for the OLAC Newsletter I must admit that it is a bit daunting. I have been an OLAC member since 1986 and have served in five different roles in the organization. As a brand new librarian I began service to OLAC as the Audience Observer to CC:DA, moving on to become a CAPC member before being elected OLAC Secretary. When my term as Secretary ended I was appointed CAPC Chair and had a challenging few years doing that as I chaired the Local Arrangements and Program Committees for the OLAC 2000 meeting here in Seattle. So, you would think after writing columns in dozens of OLAC Newsletters over the years, writing a few words as the new President of OLAC should be a breeze. Yet, addressing on paper the challenges that face us catalogers of "different" materials is daunting to me.

OLAC has become for catalogers around the globe a beacon for sound, reasonable, and conscientious cataloging advice. As the membership of OLAC has increased, CAPC and the OLAC Executive Board have become ever busier, working to keep up with the increasing demands of the media/nonbook/AV cataloging world. The complexities and innovations in the materials we catalog continually provide our association with challenges that require a great amount of devotion and hard work from its members. We will only be up to this challenge if OLAC can fulfill its primary purpose: enabling communication and working towards common understanding between catalogers. It will be through a successful Website, a well-thumbed Newsletter, and well-attended OLAC membership meetings that OLAC will keep the wheels of progress moving toward a future where catalogers have the tools they need to catalog anything that passes over their desks.

On a lighter note, if you attended the Toronto conference, you will have been treated to a wonderful conference. Toronto was a welcoming, wonderful place to visit with excellent public transportation, friendly people, great food, and many programs not to be missed. The OLAC meetings were particularly exciting this year as the Board and CAPC scrambled to cover for a number of missing key players. We missed you Kay, Iris and Jan, but it was a good opportunity to see how well our OLAC Handbook addressed the problems that arose out of such difficulties. In some cases things went smoothly, but I think there will need to be some Handbook changes that more clearly lay out contingency plans when unavoidable absences take place. I would like to thank all of you that attended the Toronto meeting (or tried to). Your loyal support of OLAC and Toronto, a city in need of our understanding and support, was greatly appreciated.

One of the memorable moments of the OLAC Membership meeting was the presentation of the Nancy B. Olson Award. It was a pleasure this year for OLAC to give Jean Weihs this Award. More about the presentation of this year’s Award can be found elsewhere in this issue, but I would particularly like to thank Jean for her devotion to the cataloging of materials near and dear to all of our hearts.

I am looking forward to the OLAC meetings in San Diego in January and, in particular, being more prepared and organized for them. I hope many of you will join us for some winter warmth and some sharing of information. Remember to bring your cataloging questions for our Q&A session at the Membership Meeting.

Finally, I promise that future columns from the President will not be this lengthy. If you have thoughts about anything I have addressed in this column or about anything else of interest to OLAC please feel free to e-mail or call me at: <gerhart@u.washington.edu> or (206) 685-2827.

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OLAC EXECUTIVE BOARD, 2003-2004


PRESIDENT

                    VICE PRESIDENT/PRESIDENT ELECT

CATHY GERHART

ROBERT B. FREEBORN

University of Washington Libraries

126 Paterno Library

Cataloging Division

Penn State University Libraries

Box 352900

The Pennsylvania State University

Seattle, WA 98195-2900

University Park, PA 16802

206-685-2827

814-865-1755

206-685-8782 (Fax)

814-863-7293 (Fax)

E-mail: gerhart@u.washington.edu

E-mail: rbf6@psulias.psu.edu

SECRETARY

TREASURER

REBECCA LUBAS

ROBERT BOTHMANN

Massachusetts Institute of Technology Libraries

Memorial Library

14E-210B

Minnesota State University, Mankato

Cambridge, MA 02139

Mankato, MN 56001-8419

617-253-7564

587-389-2010

617-253-2464 (Fax)

587-389-5155 (Fax)

E-mail: rll@mit.edu

E-mail: robert.bothmann@mnsu.edu

  
CAPC CHAIR

IMMEDIATE PAST PRESIDENT

IRIS WOLLEY

KAY G. JOHNSON

Central Technical Services

327 Hodges Library

110-C Olin Library

University of Tennesee

Cornell University

Knoxville, TN 37996-1000

Ithaca, NY 14853

865-974-6913

607-255-5752

865-974-0551 (Fax)

607-255-6110 (Fax)
E-mail: ilw2@cornell.edu

 
NEWSLETTER EDITOR
JAIN FLETCHER
Dept. of Special Collections
Research Library - UCLA
Box 951575
Los Angeles, CA 90095-1575
310-794-4096
310-206-1864 (Fax)
E-mail: jfletchr@library.ucla.edu


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TREASURER'S REPORT
Fourth Quarter and Year-to-Date
Through June 30, 2003
Jan Mayo, Treasurer


                       

4th Quarter

          Year-To-Date

OPENING BALANCE                  

$12,269.20

INCOME                                                                        
      Memberships

$817.00

$6,821.24

      Dividends

$11.28

$101.56

      Royalties

 

$16.98

TOTAL

$828.28

$6,939.78

EXPENSES
      ALA

 

$400.00

      Membership overpayment

 

$30.00

      OLAC Board dinner

 

$220.90

      OLAC Conference scholarship

 

$1,000.00

      OLAC logo contest winner

 

$62.50

      Stipends

$100.00

$1,700.00

      Account Fees
            Annual fee

 

$300.00

      Postage & Printing

$2,494.27

$9553.67

TOTAL

$2,594.27

$13,267.07

CLOSING BALANCE 

$5,941.91


MEMBERSHIP as of July 31, 2003
    Personal:

363

    Institutional:

239

Total:

602



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ONLINE AUDIOVISUAL CATALOGERS
CATALOGING POLICY COMMITTEE (CAPC)
ALA ANNUAL MEETING
Toronto, Ontario
June 20, 2003

Minutes


Rebecca Lubas, OLAC Secretary, called the meeting to order at 7:45 p.m. CAPC members present included: Lisa Bodenheimer and Susan Leister. Ex officio member present: John Attig.

There were 23 attendees at the meeting in total.

  1. Welcome and Introductions

    Rebecca Lubas introduced CAPC members and welcomed guests to the meeting. Members and guests introduced themselves.

  2. Minutes

    Minutes of the CAPC meeting at Midwinter on January 24, 2003 were approved.

  3. Announcements

    Due to a lack of a quorum, this meeting will mainly be an opportunity for discussion and updates. Iris Wolley, CAPC Chair, regrets she was unable to attend due to a family emergency.

  4. Reports

    1. MARBI Report (J. Attig)

      MARBI has a light schedule this ALA. Some of the meetings have been cancelled.

      MARBI will discuss a proposal for definition of Field 024 (Other Standard Identifier) to the MARC 21 Authority Format. MARBI will also discuss changes to Field 352 (Digital Graphic Representation) in the MARC 21 Bibliographic Format.

      For the outcome of the MARBI discussions, see John’s report elsewhere in this issue.

    2. CC:DA (J. Attig for S. Bogdanski)

      CC:DA will discuss extending the use of conventional terminology beyond Chapter 9 to Chapters 6 and 7. The term "conventional terminology" is being replaced with the phrase "terms in common use." MLA is developing a list of terms for Chapter 6 in a separate effort. John asked the members present at the meeting about their opinions on several of these "terms in common use." One major problem with the concept of "terms in common use" is that they change quickly. The concept also leaves the cataloger unsure of how specific to get.

      CC:DA is also discussing relator terms again; this topic is being driven by metadata initiatives.

      CC:DA will also discuss a major reconceptualization of Chapter 9.

      An updated document on when to input a new record is being considered as a separate publication.

      An initiative to begin AACR3 is in progress.

      For the outcome of CC:DA discussions, see John’s report elsewhere in this issue.

    3. Subcommittee on Source of Title Note for Internet Resources (S. Leister for S. Miller) <http://www.olacinc.org/capc/stnir.html>

      This document is being updated.

    4. Authority Tools for Audiovisual and Music Catalogers: An Annotated List of Useful Resources <http://www.olacinc.org/capc/authtools.html>

      This document was revised in January. Robert Bratton is the new editor.

    5. OLAC/CAPC Task Force on Expert Panel (L. Bodenheimer)
      <http://www.olacinc.org/capc/expert.html>

      A discussion took place that confirmed that the membership appreciates the Q&A panel and has concerns about making the panel more formal than necessary.

  5. Old Business

    There was no old business.

  6. New Business

    John Attig suggested that CAPC consider forming a task force to study Nancy Olson’s discussion of added entries from non-human actors.

  7. Adjournment

The meeting was adjourned at 9:20 p.m.

Respectfully submitted,

Rebecca L. Lubas
OLAC Secretary

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ONLINE AUDIOVISUAL CATALOGERS
EXECUTIVE BOARD MEETING
ALA ANNUAL MEETING
Toronto, Ontario
June 21, 2003

Minutes


With amendments for items discussed by the Board electronically

  1. Call to Order, Introductions, Announcements (C. Gerhart)

    Vice President/President Elect Cathy Gerhart called the meeting to order at 3:18 pm. Board members present included: Kevin Furniss (Past President), Rebecca Lubas (Secretary), and Jain Fletcher (Newsletter Editor). Guests included Marc Richard (OLAC Conference 2004 Co-Chair), Lisa O’Hara (OLAC Conference 2004 Co-Chair), Sharon Rankin (OLAC Member), Sue Neumeister (OLAC Web Manager), Tim McCarthy (OLAC Member).

  2. Approval of Minutes (R. Lubas)

    The minutes for the meeting at Midwinter in Philadelphia were approved.

  3. Announcements

    Due to the absence of several members at this ALA, the Board decided to hold off on finalizing some decisions until an e-mail discussion takes place. These minutes will reflect the updated decisions.

  4. Treasurer’s Report

    See full report elsewhere in this issue.

  5. New Business

    1. OLAC 2004 Conference (M. Richard and L. O’Hara)

      Marc and Lisa reported on progress towards planning the 2004 Conference. This will be the first OLAC Conference held in Canada. Hopefully, the Conference will raise the profile of the organization in Canada. Features of the Conference will include offering some sessions in French.

      (For more information about the Conference theme and program plans, please see the Membership Meeting minutes and Marc Richard's notice in News & Announcements -- Ed.)

    2. Membership Directory

      The Board discussed whether the printed directory should be continued. It was agreed that the issue should be brought to the membership. One of the questions posed should be if a printable version on the Website would be an acceptable substitute. A print directory will be issued this year.

    3. Indexes of the Newsletter

      The Board agreed that the continuance of print indexes should be an issue posed to the Membership (via the OLAC-List). Indexing is becoming an increasingly complex issue, considering the rapidly evolving formats (and their terminology) with which OLAC deals. Jain suggested that an alternative for the time, trouble and cost of a human indexer (not to mention the costs of printing and mailing) is the Web searching capability currently in place on the OLAC Website. OLAC should try to determine how much its membership relies on the indices, as well as their overall opinion of its results, as opposed to those of the online searching capability.

  6. Newsletter Editor’s Report (J. Fletcher)

    Jain plans to make a proactive effort to solicit reports of conferences that may be of interest to members. We discussed imposing a word limit for such reports. Jain plans to update submission guidelines, as the current ones are out-of-date.

  7. Old Business

    OLAC Conference: Proposed changes to OLAC Handbook (C. Gerhart)

    Cathy proposed several items to improve the Handbook in general and specifically the Handbook guidelines for the planning of an OLAC Conference.

    Instead of arranging the Handbook by page number, the Secretary will create section numbers.

    The invitation to host an OLAC Conference should be offered in June before current Conference. The Secretary will make the change in the Handbook.

  8. Adjournment. The meeting ended at 6 p.m.

  9. Items discussed and approved electronically, June-July 2003

    Action Item 1: OLAC Outreach/Advocacy Coordinator and Conference fund-raising

    The Board approved an updated version of the position description for the OLAC Outreach/Advocacy Coordinator:

    The OLAC Outreach/Advocacy Coordinator is responsible for promoting the purposes and objectives of OLAC and encouraging membership growth. This position also acts as a repository for fundraising data related to conference sponsorship and pursues conference donations in cooperation with the Conference Planning Committee. The Outreach/Advocacy Coordinator is an ex-officio member of the OLAC Executive Board and is required to attend at least one Board meeting per year, consult with the Board and contribute regular reports to the OLAC Newsletter. At the Coordinator's request and the Board's discretion, task forces may be appointed as needed. A stipend of $100 will be given for each Board meeting attended. The term of office runs two years with the possibility of reappointment upon satisfactory performance.

    Action item 2: Board stipend at OLAC Conference

    Money for Board at OLAC Conference: instead of waiving conference fees for the Board, give them the usual stipend. This way, the money will come from OLAC's general fund rather than the conference monies.

Respectfully submitted,

Rebecca L. Lubas
OLAC Secretary

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ONLINE AUDIOVISUAL CATALOGERS
MEMBERSHIP MEETING
ALA ANNUAL 2003
Toronto, Ontario
June 21, 2003

Minutes


  1. Call to order, Introductions, Announcements (C. Gerhart for K. Johnson)

    Vice President/President Elect Cathy Gerhart called the meeting to order at 8:00 p.m. She introduced herself and other OLAC Board members introduced themselves: Kevin Furniss (Past President), Jain Fletcher (Newsletter Editor), and Rebecca Lubas (Secretary).

    Cathy announced that she would preside in place of President Kay Johnson, who was unable to attend the meeting.

  2. Secretary’s Report and Approval of Minutes (R. Lubas)

    Minutes from the Membership Meeting held at ALA Midwinter in Philadelphia on January 25, 2003 were approved.

  3. Treasurer’s Report (C. Gerhart for J. Mayo)

    Please see the Treasurer’s report published in this issue.

  4. Newsletter Editor’s Report (J. Fletcher)

    The publication of the Newsletter is now up to date. From this point on, the due date for material is the first of the month prior to the Newsletter's named month (so: August 1st for the September issue; November 1st for the December issue, etc.). Jain Fletcher encouraged feedback for the Newsletter. She is also asking for voluntary submissions of conference or workshop reports, especially for those issues which might not contain the regular ALA or OLAC Conference reports (June and, in years without an OLAC Conference, December). Jain is planning on creating documentation for the Newsletter Editor’s duties. Indexing is nearly complete through Volume 20 and some work has begun for Volumes 21-22. A mini-survey on how well the search engine for the online version of the Newsletter serves members’ needs will appear soon.

  5. Outreach/Advocacy Coordinator (C. Gerhart for I. Fairclough)

    Please see the report published in the June 2003 Newsletter.

  6. Committee Reports

    1. Cataloging Policy Committee (C. Gerhart for I. Wolley)

      While CAPC did not have a quorum this conference, the meeting did have a discussion of CC:DA issues led by John Attig. (Please see the separate CAPC and CC:DA reports elsewhere in this issue.)

    2. 2004 OLAC Conference (M. Richard)

      Marc Richard introduced the members of the Organizing Committee in attendance, announced the names of other Committee members.

      The Co-Chair of the Conference, and Chair of the Program Committee is Lisa O'Hara (University of Manitoba). Also on the Program Committee are Pat Riva (McGill University), Mary Curran (University of Ottawa), Elizabeth Icenhower (Memorial University of Newfoundland) and Anne Draper (National Library of Canada).

      The members of the Local Arrangements Committee, chaired by Marc, are Laura May (Concordia University), Sharon Rankin (McGill University), Nancy Beland-Akong (Transportation Canada Development Centre), Lesley Lawrence (John Abbott College), and both Co-Chairs of the OLAC 2002 Conference, Bobby Bothmann and Betsy Friesen. Marc announced that they are very pleased to have Bobby and Betsy's experience to draw upon, as well as that of Cathy Gerhart, who chaired the OLAC 2000 Conference and who is the Executive Board liaison for the planning of the 2004 edition.

      Marc announced that they are greatly looking forward to hosting what will be the first OLAC Conference to be held outside the United States. He also expressed that the Committee members, especially those from Montreal, hope that OLAC members will enjoy their visit to that city.

      The Conference Website will go online sometime this summer, and will include photographs of the city and links to Websites where you can find out more about Montreal's various attractions. The downtown area has about 1,700 shops and boutiques and 30 movie theatres, and the entire city has over 5,000 restaurants, representing around 80 different national and regional cuisines. The Committee is planning a number of social activities during the Conference.

      The Conference will be held from September 30 to October 3, 2004. It will take place at the Crowne Plaza Montreal Centre Hotel, which is located downtown. The Conference Website will have all the details on how to book accommodations with the hotel; as soon as it is posted it will be announced to OLAC membership.

      (For more information about the Conference theme and program plans, please see Marc Richard's notice in News & Announcements. --Ed.)

  7. Reports from Liaisons and OCLC

    1. ALCTS Media Resources Committee (M. Sherman)

      MRC sponsored a program entitled "Digital Audio/Digital Video: Is Your Library/Media Center Digital Ready?" (See separate report published in this issue.)

    2. MARBI (J. Attig)

      MARBI approved several proposals including adding field 042 for standard identification numbers to authority records, adding a subfield q to field 773 for article level information, subfield q to the 352 field for maps for digital graphical representation. (See separate report published in this issue.)

    3. CC:DA (J. Attig)

      Discussion papers included sorting out SMD and common usage terms. (See separate report published in this issue.)

    4. OCLC Members Council (K. Furniss)

      The Members’ Council discussed ways to prevent “record nabbing”--the grabbing of bibliographic records from OCLC member catalogs by non-member institutions. Possible solutions include blocking Z39.50 access.

      At a presentation made to the OCLC Members Council, Glen Patton of OCLC predicted the FRBR terms will be incorporated into AACR within the next decade. (See separate report published in this issue.)

    5. Association of Moving Image Archivists (S. Park-Primiano)

      The next AMIA conference will be held in November 2003 in Vancouver. (See separate report published in this issue.)

    6. OCLC (J. Weitz)

      The Connexion client will be delayed, as well as the end-of-life date for Passport. (For details, please see separate report published in this issue.)

  8. Presentation of the Nancy B. Olson Award

    The 2003 Nancy B. Olson Award was presented to Jean Weihs. In her acceptance, Jean proclaimed OLAC "one of the best" professional library organizations she has known.

  9. Installment of New Officers and Adjournment

    Cathy Gerhart is the new OLAC President. Robert Freeborn is the new Vice President/President Elect, and Bobby Bothmann is the new Treasurer.

    Cathy thanked Kay Johnson, now the Past President, for all her hard work this year.

    The meeting was adjourned at 9:25 p.m. The Question and Answer session followed.
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FROM THE IMMEDIATE PAST PRESIDENT, OR,
ONE PERSON'S ALA TRIP REPORT
Kay G. Johnson


You may have heard by now that I did not make it to the recent ALA Conference and OLAC meetings in Toronto. I did not have any proof of citizenship when I tried to fly from Rochester, New York to Toronto and was not allowed on the Air Canada flight.

The series of events leading up to this now seems comical. Anything non-life threatening that could go wrong did go wrong. I went through two roommates and three hotels. I picked up the Nancy B. Olson Award plaque and had to take it back to correct serious mistakes. My computer picked up a virus the week I left. The list goes on and on. Yes, I had a birth certificate safely ensconced in my filing cabinet back in Knoxville.

I learned several valuable lessons, including that one cannot ship packages overnight from the United States to Canada over the weekend. I am still not sure whom to believe when one forgets their proof of citizenship. A person I spoke to at the Rochester airport assured me it would not be a problem as long as I had other identification.

My husband, Neil, had driven up with me to New York to visit his mother. We both ended up staying with her for the weekend, then drove back to Knoxville. Meanwhile, my PDA stopped working. We bought a lottery ticket on Saturday. I told Neil that with the way our luck was running, we would probably owe New York money on our lottery ticket.

I regret I could not fulfill my OLAC commitments and that others had to step in to chair the meetings. I am particularly sorry that I was unable to get the Nancy B. Olson plaque to the membership meeting. A huge thanks goes to Verna Urbanski, who was the only one I could reach in Toronto. Other huge thanks go to Cathy Gerhart, for stepping in to chair the Executive Board and Membership meetings, Rebecca Lubas for facilitating the CAPC meeting and Kevin Furniss for presenting the Nancy B. Olson Award. It has been a pleasure working with the Board and with the other dedicated, fantastic members of Online Audiovisual Catalogers.

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CANDIDATES SOUGHT FOR OLAC OFFICES


We are seeking nominations for the offices of OLAC Vice President/President Elect and OLAC Secretary. If you are interested in a challenging leadership position and an opportunity to learn about your organization from the inside, please submit a letter of nomination indicating the position you wish to run for. Your nomination should also include a brief description of your qualifications and professional activities. All OLAC personal members are eligible to serve and self-nominations are encouraged. If you wish to nominate an OLAC colleague, please be sure that person is willing to serve. Nominations will also be accepted from the floor during the OLAC Membership meeting held at the 2004 ALA Midwinter meeting in San Diego, CA.

OVERVIEW OF DUTIES: The Vice President/President Elect is elected annually and serves a one-year term as Vice President, followed by one year as President, a year as Immediate Past President, and a year as Past Past President. S/he performs all duties delegated by the President and presides at meetings when the President cannot attend. The Vice President/President Elect is expected to attend OLAC Membership and Executive Board meetings (held during ALA conferences) while in office. The Vice President is also responsible for the OLAC Program at the ALA Annual Conference, should OLAC decide to sponsor a program.

The OLAC President presides at all OLAC Membership and Executive Board meetings, is or appoints OLAC's observer to the OCLC Members Council, submits quarterly reports for the OLAC Newsletter, and works closely with other members of the OLAC Executive Board in guiding the operations of the organization. The Immediate Past President serves as Chair of the OLAC Awards Committee and as a member of the OLAC Executive Board. The Past Past President serves as Chair of the Elections Committee.

The Secretary serves a two-year term, the election to be held in years alternating with that of the office of Treasurer. The next Secretary will serve from summer 2004 to summer 2006. The Secretary attends all Membership meetings and must meet the same attendance requirements as the Vice President/President Elect. The Secretary is responsible for preparation of official minutes of all Membership, Board and/or special meetings of OLAC, to be published in a timely manner in the OLAC Newsletter, as well as reporting as needed at the semi-annual OLAC Membership meetings. The Secretary also handles any official OLAC correspondence at the direction of the President or the Executive Board and maintains the OLAC Handbook.

Members of the Executive Board receive a $100 stipend for attending OLAC Membership meetings during ALA conferences. If you wish to volunteer to run for either of these positions, please submit a brief description of your qualifications and professional activities to be printed with the ballot. Submit this information by December 31, 2003 to:

Kevin Furniss
Cataloging/Systems Support Librarian
William Howard Doane Library
Denison University
P.O. Box L
Granville, OH 43023
(740) 587-6620
(740) 587-6285 (Fax)
E-mail: furniss@denison.edu


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OUTREACH/ADVOCACY COORDINATOR'S REPORT
Ian Fairclough
May 22, 2003


OLAC Brochure
Thanks to numerous people who have helped with the creation and development of the brochure since its first appearance in 1995--most recently, OLAC webster Sue Neumeister; also, Lowell Ashley, Richard Baumgarten, and Kay Johnson. The OLAC Brochure is now available on the OLAC Website <http://www.olacinc.org/about.html>. Persons wishing to make a copy for their own use can print it; they can also download it, either as a .pdf file or a Word document. Some people may like to edit the brochure further; to do so, right-click on the .doc link, then select "Save Target As ..." The document will then be available for local edits in Word. OLAC members making presentations or attending workshops, are invited to duplicate and distribute the brochure. Other agencies with whom OLAC has a relationship, such as OCLC networks, might wish to reformat the contents according to the design format of their own set of brochures.

OLAC member Linda Owen has suggested preparation of a public relations package, for which the brochure can serve as a central element. In January, Robert Freeborn brought to the Board's attention the fact that Music OCLC Users Group (MOUG) has set up an agreement with Cafe Shops.com <http://www.cafeshops.com/moug> for selling basic MOUG merchandise (such as mugs and mousepads). OLAC might pursue this idea with a view to developing OLAC merchandise to feature in the public relations package.

OCLC-OLAC Relationship
Last Fall, initial contact was made with representatives from various OCLC regional networks. Since then, some follow-up has taken place. Prof. James Maccaferri (Clarion University) presented a workshop with PALINET, at which he distributed copies of the OLAC Brochure. SOLINET representative Marlee Dorn and BCR's Linda Gonzalez have expressed interest in helping with distribution of the brochure and past issues of the OLAC Newsletter. Hopefully, all those persons who provide instruction in cataloging Internet and AV media resources in workshops offered through OCLC regional networks will receive invitations to participate in the forthcoming OLAC Conference, as presenters, as workshop participants, in some other official capacity, or simply as conference attendees. I suggest that OLAC consider a waiver of registration fee for such persons and that they be strongly encouraged to attend the plenary session on outreach/advocacy.

Successor as Outreach/Advocacy Coordinator
At the time of my appointment in January 2000, no terminal date for the period of service was fixed. Believing a timely rotation of positions to be in the association's best interests, I therefore suggested to the OLAC Board that they consider seeking another person as Coordinator. The position announcement states that the incumbent will serve as an ex-officio Board member, a status I did not have, but one which in my opinion will result in closer harmony with the Board's vision for outreach and advocacy. My best wishes to the next Coordinator!

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CONFERENCE REPORTS
Jan Mayo, Column Editor

** REPORTS FROM THE **
2003 ALA/CLA Annual Conference
Toronto, Canada



ALCTS Media Resources Committee (MRC)
Liaison Report
 submitted by Maxine Sherman
Cuyahoga County (OH) Public Library

These notes contain information obtained at the meeting in Toronto as well as subsequent actions taken by the ALCTS Board.

Minutes from Midwinter 2003 were reviewed and approved. Miriam Palm, MRC chair, opened the discussion with her review of the committee for the ALCTS Organization & Bylaws. The ALCTS Board plans to discuss the future of division-wide committees during this conference.

Concern was expressed that those who catalog audiovisual materials and electronic resources need a voice on both CC:DA and MARBI because our formats have become a significant portion of the materials contained in and/or accessible from libraries. These policy-setting groups do not consistently recognize the need for our representation.

George Abbot introduced a possible project for MRC: the compiling of a list, or glossary, differentiating the various types of compact discs (optical discs, data discs, and CD-ROMs) and their system requirements. It was agreed that these are important and are not presently reflected in the rules for descriptive cataloging. This project may be undertaken in conjunction with CAPC, the Cataloging Policy Committee of OLAC. George will begin this project by preparing a draft of patterns for such a glossary by September 1st.

Miriam is setting up a discussion list for MRC to continue our discussion remotely, draft minutes of this meeting, and communicate further about the future of this group after this Conference is over. Discussion will continue about a possible program for the ALA Annual Conference in 2005 on digital rights management and how some vendors are now supplying materials with very strict limitations on their use.

The ALCTS Board did subsequently vote to dissolve seven committees, effective July 1, 2003, with the understanding they may be reconstituted as either discussion groups or interest groups. These seven committees are the Catalog Form & Function, Commercial Technical Services, Legislation, Media Resources, Networked Resources and Metadata, Publisher/Vendor-Library Relations, and Research & Statistics. Committees that are considered "extensions of the Board" will remain; others may be reconstituted as award juries if that is their primary function.

The seven committees listed above will have meeting rooms and time slots reserved for them during ALA Midwinter 2004, so that current members and others can discuss the future of these groups. MRC members and other interested parties are encouraged to talk about this issue on the new MRC discussion list that Miriam is in the process of establishing.


Machine-Readable Bibliographic Information Committee (MARBI)
Liaison Report
 submitted by John Attig
Pennsylvania State University

The Machine-Readable Bibliographic Information (MARBI) Committee and the USMARC Advisory Committee met for a single session during the ALA/CLA Annual Conference in Toronto, Canada. The following is a brief summary of the meeting. More information is available on the MARC Advisory Committee Web page at <http://www.loc.gov/marc/marcadvz.html>.

Proposal No. 2002-14/9R: Definition of fields 365 (Trade Price) and 366 (Trade information)
 This proposal defines two new fields for book trade information. It was added to the formats as the final part of the harmonization of MARC 21 with UK/MARC. It is expected to be used by British libraries, but should not be widely used in North America. MARBI approved the new fields with minor editorial changes.

Proposal No. 2003-03: Definition of data elements for article level description
 This proposal presented two options for encoding article level information such as volume and page numbers. The option approved defines a single subfield ($q) in field 773 for this information. This information is expected to be used by OpenURL software to establish links between descriptions of individual articles in an online catalog and the text of the article in full-text databases.

Proposal No. 2003-04: Definition of field 024 (Other standard identifier) in the Authorities format
 This proposal extends the 024 field to the authorities format, for use in cases when the authority record is for a work or expression. The proposal was approved.

Proposal No. 2003-05: Changes in field 352 (Digital graphic representation)
 This proposal called for the addition of a new subfield ($q, Format of digital image) in field 352. This field contains the Digital graphic representation statement called for in rule 3.3F in the 2002 revision of AACR. The proposal was approved.

Discussion Paper No. 2003-DP04: Definition of subfield $2 in X55 fields in the Authorities format
 This paper suggested that the identification of the thesaurus (typically in subfield $2 in X55 form/genre terms) should be explicitly coded in each heading field so that it could be verified along with the text of the heading. This argument was not accepted by MARBI, who felt that it was unnecessary to code this information at the heading level rather than the record level (field 040 $f).

Report No. 2003-Report01: Update from the JSC Format Variation Working Group
 Jennifer Bowen, chair of the Working Group, reported that the group is working in several directions: (a) The Group has presented revisions to Chapter 25, Uniform Titles, in AACR in order to provide for explicit identification of expressions of a work. They are currently revising those proposals. (b) They have begun to discuss the redefinition of the General Material Designation (GMD) as an identification of the mode of expression, moving the identification of the form of the manifestation to the Specific Material Designation (SMD). (c) They continue to work with system vendors on the use of FRBR concepts in system design.

Business meeting
 LC has updated the pamphlet Understanding MARC Bibliographic (also available online at <http://www.loc.gov/marc/umb/>). They have just issued a similar pamphlet Understanding MARC Authority Records. These pamphlets make great training documents.

The "Field 856 (Electronic Location and Access) Guidelines" has been revised; it is available at <http://www.loc.gov/marc/856guide.html>.

New "Guidelines for the Non-Sorting Control Character Technique" have been posted at <http://www.loc.gov/marc/nonsorting.html>; this technique has not yet been implemented by any vendors that I am aware of.

LC has posted some basic software that will take a file of MARC records and organize them into the appropriate FRBR work-expression-manifestation hierarchies, with appropriate labels at each level. This basic software is intended for testing and evaluation purposes. A description of the software, with downloading instructions, is available at <http://www.loc.gov/marc/marc-functional-analysis/tool.html>.

FRBR Programming
MARBI and CC:DA co-sponsored a program at the Toronto Conference on FRBR. Some of the PowerPoint presentations are posted at:
<http://www.ala.org/Content/NavigationMenu/ALCTS/Continuing_Education2/Presentations/Presentations.htm>.

MARBI and CC:DA will co-sponsor a day-and-a-half preconference at the 2004 ALA Annual Conference in Orlando.


Committee on Cataloging: Description and Access (CC:DA)
Liaison Report
 submitted by John Attig
Pennsylvania State University

The CC:DA Observer, Sophie Bogdanski of West Virginia University, was unable to attend the ALA/CLA Annual Conference in Toronto, Canada. This report covers some of the main items of interest on the CC:DA agenda.

Conventional Terminology

CC:DA considered three related proposals concerning the list of Specific Material Designations (SMDs) in Chapters 6 (Sound recordings), 7 (Motion pictures and videorecordings) and 9 (Electronic resources). The common theme was the attempt to implement a tentative decision that the terms in the list of SMDs should reflect common usage. The Music Library Association had prepared a set of rule revisions for Chapter 6 and, thanks to prior discussion with the OLAC Cataloging Policy Committee, I was able to contribute the opinions of OLAC. Both groups found difficulties with the concept of "common usage" and wanted to modify it in various ways. Both were concerned about the unstable nature of terms in common usage and wanted to limit the impact of common usage on terminology for existing types of material. Both were reluctant to add endless lists of terms for fine distinctions between types of encoding (e.g., CD-ROM, CD-R, CD-RW, CD-I). In the CC:DA discussion, another concern emerged: the SMD term itself should indicate the general type of material, i.e., whether a CD contains sound, video or computer data.

CC:DA had an extensive discussion of these issues without reaching any final conclusions. That discussion will continue by e-mail and the final ALA response will be sent to the Joint Steering Committee (JSC) around August 11.

Other revision proposals
CC:DA considered the following revision proposals:
Reports
CC:DA heard reports from the following Task Forces:
CC:DA also heard reports from the ALA Representative to the Joint Steering Committee, the Library of Congress Representative, the ALA NISO representative, ALA Publishing Services, the MARBI representative, and the CC:DA Webmaster. Some of these reports, and many of the working documents referred to above, are available on the CC:DA Website at: <http://www.libraries.psu.edu/tas/jca/ccda/>.


Association of Moving Image Archivists (AMIA)
Cataloging and Documentation Committee
Liaison Report
 submitted by Sueyoung Park-Primiano
New York University Libraries
(With special thanks to Jane D. Johnson)

The Cataloging and Documentation Committee has officially been renamed the Cataloging Committee. The Documentation aspect of the Committee’s work will now be addressed by AMIA’s Moving Image Related Materials & Documentation Interest Group.

Mark your calendars! AMIA’s 2003 Annual Conference will be held in Vancouver, British Columbia, from November 18-22. For more information, go to: <http://www.amianet.org/annual/past/2003/overview.html>.

The Standards Review Subcommittee has been very active since last winter. A report was submitted to CPSO concerning LCRI 25.5B and the application of uniform titles for motion pictures. The position of the report urged LC and PCC not to adopt this RI as written.

Members of the Subcommittee also provided feedback to Simon Pockley in support of the proposal by the Dublin Core Metadata Initiative (DCMI) Type Working Group submitted to the Dublin Core Usage Board for a moving image Type in the DCMI Type Vocabulary. You can access the full proposal at: <http://dublincore.org/usage/meetings/2003/06/MovingImage.html>.

Many of the members of the Cataloging Committee were deeply involved with the MIC (Moving Image Collections) project. MIC is a collaboration between AMIA and the Library of Congress, with major funding from the National Science Foundation. Developer sites are Rutgers, the State University of New Jersey, Georgia Institute of Technology, and the University of Washington.

MIC’s Education and Outreach Committee was formed to create a clearinghouse with links to information on preservation, cataloging, exhibition, and rights, including bibliographies, glossaries, metadata and preservation FAQs, mentor directory, calendar, alerts for training, conference, and funding opportunities, and step-by-step instructions for installing and implementing supported databases and catalog formats.

MIC’s Archive Directory—a searchable directory of moving image repositories, with contact information, collection strengths (forms, subjects, formats), preservation, cataloging, and programming activities, guidance on how to obtain materials, etc.—is currently being programmed by the University of Washington and the final data elements have been posted to the MIC project Website.

Much of the metadata mapping required for MIC’s Union Catalog—a centralized catalog for access to moving image materials that will map and extend to a variety of metadata schema and incorporate interoperability for metadata mining and federated searching of distributed catalogs—has been drafted and is ready for review. The crosswalk between MARC and the MIC semantic registry is available on the MIC project Website.
 
The database for MPEG-7 and Dublin Core is now available for download at the MIC Website, along with the MIC/ViDe Application Profile. The application profile provides MPEG-7 description for multimedia materials: audio, audiovisual (video+audio), image and video materials. It fully maps, and supports round trip mapping, from MPEG-7 to Dublin Core. A metadata creator may enter metadata through the MPEG-7 or the Dublin Core view, and export the metadata as either MPEG-7 or Dublin Core simple for OAI, in XML. The application profile was developed by the ViDe <http://www.vide.net/> Video Access Working Group, in collaboration with the MIC development team at Rutgers University, and is intended to serve as a cataloging utility for the moving image community and to export records into the MIC union catalog. It is freely available to anyone with an interest in exploring or using MPEG-7. A user guide accompanies the application profile, and a Dublin Core/MPEG-7 map and presentations are available to assist with MPEG-7.

Individuals or institutions are welcome to download the MPEG-7 database at no cost; users are asked only to complete a simple questionnaire. Those who use the AP and/or database are also asked to participate in a follow-up assessment questionnaire and telephone interview. Participation is optional. As a descriptive metadata schema, MPEG-7 is in the very earliest stages of adoption in the United States. ViDe and MIC developers would like to evaluate its usefulness and the usefulness of the MIC/ViDe application profile, and would appreciate your support. For more information, see the MIC Website.

MIC activities at the 2003 AMIA conference in Vancouver will begin with an Archive Directory table in the AMIA registration area where attendees can directly register their institutions into the MIC Directory. There will also be an MIC history, overview, and update session, a metadata workshop, and a working group meeting for conference attendees who are involved with, or wish to be involved with, the development of MIC's Education and Outreach space.

For more information on the conference, Committee projects, or general questions relating to AMIA, please feel free to contact me by email <syp3@nyu.edu> and/or visit the AMIA website <http://www.amianet.org>. For more information about MIC, please contact Jane Johnson <jdj@ucla.edu> and/or visit the MIC Project Website <http://gondolin.rutgers.edu/MIC/>.

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NEWS FROM OCLC
Submitted to OLAC for ALA Annual, June 2003
By Jay Weitz


OCLC Connexion
Maintenance and Enhancements. OCLC continues monthly maintenance and quarterly enhancement installs to OCLC Connexion. A summary of the changes since the last update follows. Details may be found in the monthly install messages, Connexion News, the OCLC Connexion Enhancements page at <http://www.oclc.org/connexion/enhancements/>.

January 2003: Ended support for Netscape 4.x and 6.01.
February 2003: Record Display changes and options, including new Record ID area and option to display fixed fields and status areas at either top or bottom of record; diacritics entry and display changes, with diacritics entered after characters; Constant Data (CD) enhancements, including changing "current" constant data to "default" CD and addition of "My Status" for CD; authority controlling improvements, with more automated matching of headings, especially when an exact match is not found; preferences terminology updates and enhancements.
March 2003: WebDewey/Abridged WebDewey Quarterly Update; News database moved to Oracle.
April 2003: Digital Archive and CatExpress Export databases moved to Oracle.
May 2003: Searching enhancements, including retaining previous searches, adding an Internet Qualifier option in Keyword searching, and allowing command line searching for the Authority database; changing the way Save file slot numbers are assigned in order to eliminate problems with database contention; in addition, the Save file assigns slot numbers 1-9999 and does not assign slot number 0.
June 2003: Some problem fixes; OCLC PICA Dutch Catalogue GGC becomes the first database to be linked remotely through Connexion, providing Search and Derive; WebDewey/Abridged WebDewey Quarterly Update, with WebDewey now based on Edition 22.
Client Interface and Passport End of Life. The Windows-based Connexion client interface is currently in field test, and OCLC has discovered some performance issues related to response time that do not meet the criteria that OCLC cataloging members have come to expect. Improving the response time for both the client and browser interfaces is a top priority for OCLC staff. Because OCLC wants its clients to have a positive experience when migrating to the client, OCLC has decided to delay the release of the client interface. At this time, it is expected that the first release of the client (online cataloging functionality without NACO) to be in the September/October 2003 timeframe. Since OCLC''s top priority with both the Connexion client and browser is providing adequate performance levels, OCLC will not be able to move all Passport functionality to Connexion in the schedule previously outlined. As a result, OCLC will extend the life of Passport for cataloging past the previously announced end of life date of December 31, 2003. The new end of life date for Passport for cataloging will depend on the release dates for the first and second phases of the client. OCLC will provide at least a six-month notice of the new end of life date. At this time, OCLC is focusing on Passport functionality, and has not finalized the plans for migrating CatME functionality. No end of life date has been set for CatME. The third phase of the client will include offline local files, batch functionality, and other CatME-like features. More information about phase 3 and the end of life for CatME will be announced at a later time.

OCLC PICA Dutch Catalogue GGC. The OCLC PICA Dutch Catalogue GGC is being made available to Connexion users. The PICAGGC database resides in Leiden, the Netherlands, and is made up of over 18 million authority and bibliographic records for materials in all formats. Used primarily by Dutch libraries for their daily cataloging, it is a rich source of bibliographic information for European publications. It is the first database to be linked remotely through Connexion. Users may access this database through the Connexion browser (it will not be available in the Connexion client). By opening the Cataloging Search option, choose "PICA GGC". Searching in PICA GGC will mirror search applications in the Resource Catalog, but may retrieve both bibliographic and authority records. The resulting records are in MARC format. The only functionality associated with the PICA GGC records will be printing, and deriving (bibliographic records only). In deriving the bibliographic record, all Connexion functionality is present. A new Source status has been defined for the saved records. Users may limit by, or search by Status: PICA GGC. Once a record has been added to WorldCat, there will be no indication of the original source. When deriving records from PICA GGC, users are reminded to search WorldCat first to determine that the record does not already exist in WorldCat. The language of the cataloging should be in the language of the deriving library. For instance, notes may need to be converted from Dutch to English. While the Dutch subject headings may be retained, users are urged to add subject headings appropriate to their audience.

MARC Update
Changes to OCLC's implementation of the MARC21 formats were implemented on May 18, 2003. Besides several miscellaneous changes, the major changes improve the compatibility between UKMARC and MARC21, add subfield $u for URLs to several specific notes fields, revise coding practices in field 655 (Genre/Form Headings), and implement several new MARC21 Language Codes. Specific details are outlined in Technical Bulletin 249, "OCLC-MARC Format Update 2003". (For an HTML version of Technical Bulletin 249, see <http://www.oclc.org/technicalbulletins/249/>; for a PDF version, see <http://www.oclc.org/technicalbulletins/249/249.pdf>.)

OCLC Access Suite: Windows 98 and NT Support to End June 30
OCLC will discontinue support for Windows 98 and NT 4.0 on June 30, 2003, at the time that Microsoft discontinues support. OCLC expects that applications will continue to work; however, not testing will be completed and no support will be offered for Windows 98 and NT 4.0 after this date. The OCLC Access Suite Applications System Requirements document on the OCLC Website <http://www.oclc.org/oclc/menu/suite/systemrequirements.htm> has been updated to reflect this change.

(See more information on OCLC services in the News and Announcements column--Ed.)

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OCLC MEMBERS COUNCIL REPORT


First, let me say what a pleasure it is for me to become your new correspondent from OCLC Members Council. Thus far I have attended two Members Council meetings: February 9-11, 2003 and May 18-20, 2003. From these meetings two topics have emerged that are of interest to OLAC and its members. The first is OCLC's concern about what it refers to as "record nabbing", by which non-member libraries add to their own catalog bibliographic records that are part of the OCLC bibliographic database. Discussion around how OCLC could limit this practice included such suggestions as:

It was also suggested that an OCLC pricing structure more amenable to small libraries could limit this practice by encouraging them to become members.

The other topic of interest for OLAC is FRBR. According to Glenn Patton, who gave a report on the current state of FRBR, the timeframe for incorporating FRBR terminology into AACR is within the next ten years, likely somewhere between 2005 and 2007. MARC will likely remain unchanged, but there may be increased use of some currently infrequently used codes. One example given was that of relator codes. We may see an increased emphasis on authority control within FRBR, especially as authority records are used to represent and delineate "works" and "expression levels". The concepts of "work" and "expression" are still very complex, but are becoming clearer with use. Hopefully this increased clarity will result in library catalogs that are easier for patrons to use successfully. For more information about FRBR please consult OCLC's FRBR Web page at <http://www.oclc.org/research/projects/frbr/index.shtm>.

Respectfully submitted,

Kevin A. Furniss
Cataloging/Systems Support Librarian
William Howard Doane Library
Denison University

(For more on the May meeting, see:
<http://www.oclc.org/oclc/press/20030530a.shtm>)



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THE NANCY B. OLSON AWARD WINNER


It is with great pleasure that we, the OLAC Awards Committee, selected Jean Weihs to receive the 2003 Nancy B. Olson Award. The Committee received many worthy candidates this year, and we truly wished we could have given each of them an award. However, when we combined Jean's considerable achievements with the location of the conference (Toronto, Jean's home town) the choice became clear.

I would like to thank Verna Urbanski and Lowell Ashley for serving on the Awards Committee, and especially to thank Verna for her richly comprehensive and heartfelt wording on the award plaque.

Congratulations Jean!

The 2003 OLAC Awards Committee
Kevin Furniss, Committee Chair



OLAC
Online Audiovisual Catalogers
Nancy B. Olson Award
Jean R. Weihs
2003

For being one of the first librarians to recognize the relevance of media collections to all levels of education and all types of libraries and understanding the value of providing bibliographic access to those collections;

For her pioneering work to help create internationally recognized cataloging standards as chair of the Joint Steering Committee for the Revision of the Anglo-American Cataloguing Code;

For always being motivated to provide the best access for library users and working to insure that no one who wanted access to media materials would be left behind;

For being one of the very best writers and editors of topics relating to cataloging and applying her excellent abilities to complex cataloging issues while caring about the details of how catalogers do what they do;

For working to educate prospective librarians, paraprofessionals, library administrators and library users by teaching, presenting lectures, having one on one consultations and discussions;

For mentoring students and colleagues, helping the inexperienced feel they have a place in library science, and for being a constant support and affectionate friend to OLAC and OLAC members;

We award to Jean Riddle Weihs this day, Saturday, June 21, 2003, the Nancy B. Olson Award in recognition of her tremendous gifts to the media cataloging community worldwide.


After the presentation, Jean sent this letter of appreciation to the OLAC President:

Dear Kay,

I feel very honoured to have received the Nancy B. Olson Award during the OLAC meeting in Toronto. I have been a member of OLAC since its early days and have always admired the enthusiasm and dedication of its members and their truly useful work in educating cataloguers through the newsletter, Website, and meetings. OLAC is a testament to the fact that a small organization can be an excellent organization, and OLAC is one of the best.

Thank you to the OLAC executive, the Awards Committee, and to all OLAC members. The award will be treasured.

Best wishes for OLAC's continuing success,

Jean Weihs

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CALL FOR NANCY B. OLSON AWARD NOMINATIONS


As chair of the Nancy B. Olson Award Committee, I am calling for award nominations. This annual OLAC award "recognizes and honors a librarian who has made significant contributions to the advancement and understanding of audiovisual cataloging." Details on the award and submission criteria and a list of past recipients can be found on the OLAC Web page: <http://www.olacinc.org/award.html>.

The award recipient will receive an engraved plaque containing an inscription recognizing his or her special contributions to the field.

The Nancy B. Olson Award is the highest honor for catalogers of audiovisual and electronic media. The award is named for the founding mother of OLAC, a remarkable woman who continues to be an inspiration and resource for AV catalogers.

Nomination(s) and statement(s) must be post-marked no later than November 15 and received by the Award Committee Chair no later than December 1, 2003. You can send them to me (contact information below).

With thanks,

Kay G. Johnson
Chair, Nancy B. Olson Award Committee
Immediate Past-President, OLAC

Contact information
Kay G. Johnson
Serials Coordinator
University of Tennessee
John C. Hodges Library
1015 Volunteer Blvd.
Knoxville, TN 37996-1000
Phone: (865) 974-6913
Fax: (865) 974-0551
E-mail: johnsonk@utk.edu



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NEWS & ANNOUNCEMENTS
Barbara Vaughan, Column Editor


THE 2003 DUBLIN CORE CONFERENCE

Registration is open for the 2003 Dublin Core Conference to be held in Seattle, Washington, September 28-October 2. The Conference will provide participants with a forum for intensive interaction with researchers, practitioners and decision makers concerned with advances in metadata for resource discovery, retrieval, management and use. The DC-2003 Conference theme, "Supporting Communities of Discourse and Practice: Metadata Research & Applications" provides a framework in which researchers can share inquiries, research methodologies, and results from their latest studies and in which system implementers can share application developments and display their tools through the DC-Lab. The scope of matters addressed by the contributed papers is not confined to the Dublin Core metadata element set but extends across all metadata schemas and application domains. The Conference Track will present refereed papers on metadata and related areas of concern including the following:

In addition to the main Conference, two pre-conference workshops on metadata related topics will be offered on September 28:
Metadata Primer - metadata's role in resource discovery, management, and interoperability. The basic questions-- "What is metadata?", "What can metadata do?", "How does XML figure into this?" --will be covered through interactive lectures and hands on computer lab-based mini-projects. The primer will be team-taught by members of the community of the Information School of the University of Washington and other select instructors who actively work with metadata.

Metadata and Search - emphasis will be on internal or site search technology as opposed to external, Internet or Web search technology (although some technology is applicable to both internal and external search applications). There will be presentations by experts, implementation case studies, demonstrations by search technology vendors, and lots of time for Q&A. Organized by the DCMI Global Corporate Circles Special Interest Group.
For online registration and further information about the workshops and Conference, see: <http://dc2003.ischool.washington.edu/index.html>

[originally posted by:]
Kathleen Forsythe
Member, DC2003 Publicity Committee
Electronic Resources Cataloging Librarian
University of Washington Libraries
E-mail: <forsythe@u.washington.edu>


A CCQ INTERVIEW WITH SOME OLAC PIONEERS

The Cataloging & Classification Quarterly 36(1) includes "An Interview with Jean Weihs, Nancy B. Olson, and Verna Urbanski" (October 2002), who discuss the development of audiovisual cataloging standards and their careers as catalogers and educators. (For more on the topics covered, see <http://www.haworthpressinc.com/store/toc/htmv/J104v36n01_TOC.htm>.)

Their interviewer (Sandy Roe) comments: "I conducted the interview with all three of them in Nancy's home following the OLAC Conference in St. Paul, and believe that the OLAC readership will be interested in its contents."


THE 2004 OLAC CONFERENCE

A slight correction to the item on the OLAC 2004 Conference which appeared in the June 2003 Newsletter: the starting date for the Conference is September 30 (as correctly stated on page 30), not September 29th (as incorrectly stated on page 31). We apologize for any confusion this typo may have caused.

As announced at the OLAC Membership Meeting held on June 21, 2003, the theme chosen for the conference is "Expanding Access: Connecting the Global Community to a Multitude of Formats". The title reflects the fact that the library world is seeing a rapid expansion of who can access the online catalogue and of what the online catalogue gives access to. On the one hand, the growth of the World Wide Web and the rising number of networked catalogues has meant that more and more users around the world can search online for the materials they need. At the same time, catalogues have gone beyond simply giving citations and are now also providing direct links to materials themselves, as well as allowing users to search for a wide range of formats and media through a single interface. The 2004 Conference will explore this changing environment in different parts of the programme, which will include several training workshops in various specialized areas, as well as more general sessions on topics of current interest.

Thursday, September 30th, has been scheduled as a pre-conference day planned to feature SCCTP and NACO-AV training, as well as registration for early arrivals, local tours and a meeting of the OLAC Executive Board. The main part of the Conference programme will begin the morning of Friday, October 1st. Friday and Saturday will both be full days, featuring a keynote address, a variety of workshops and plenary sessions, a poster session, a banquet lunch (on Saturday) and the OLAC Membership Meeting. Also being contemplated are one or more introductory training sessions, one or more advanced discussion groups or specialized round tables, and a number of French-language sessions to attract francophone or bilingual librarians from Montreal and elsewhere who have never attended an OLAC Conference before now. Sunday, October 3rd, is scheduled to include a Question and Answer panel and a closing address, with the Conference wrapping up around noon.

The Organizing Committee is presently contacting the speakers we would like to invite and working out the details of the programme, which will be announced once they have been finalized. We are also aiming to have the conference Website ready to go online sometime between now and the end of Summer. A provisional page with brief information on the OLAC 2004 Conference can be found on the OLAC Website, in the "Conferences" section.

Marc Richard
McGill University Libraries
Co-Chair, OLAC 2004 Conference
E-mail: <marc.richard@mcgill.ca>


-- EARLY NOTICE --
A WORKSHOP FOR CATALOGING & METADATA EDUCATORS

"Preparing 21st Century Cataloging and Metadata Professionals: A Workshop for Educators and Trainers" -- Sponsored by ALCTS, ALISE, LC, and OCLC

The ALCTS/ALISE Task Force for Preparing Cataloging and Metadata Educators and Trainers is happy to announce a full-day workshop on Friday, January 9, 2004, to coincide with the ALISE and ALA Conferences.

This workshop responds to the needs expressed in the proposal, Cataloging and Metadata Education, prepared for the LC Action Plan on Bibliographic Control of Web Resources. The report is available at: <http://www.loc.gov/catdir/bibcontrol/CatalogingandMetadataEducation.pdf>.

The workshop will highlight strategies for integrating metadata and Web resource cataloging into LIS and continuing education courses and curricula. All who teach organization of knowledge and cataloging, whether as LIS faculty or as continuing education and training providers, are welcome to apply.

Details about program content, presenters, and registration will be available in the Fall.

Diane Baden <dbaden@nelinet.net>
C. Olivia Frost <cfrost@si.umich.edu>


A NEW AUTOMATED AUTHORITY CONTROL OPTION

MARS Now Offers Getty's AAT
The OCLC MARC Record service (MARS) has been enhanced to include the option of automated authority control using Getty's Art & Architecture Thesaurus (AAT). Using MARS and AAT, libraries, museums, and archives can leverage the investment they have made in their existing collections by providing better access to materials and increasing circulation. MARS & AAT help you make your current collection work harder.

Why OCLC MARS?
 OCLC MARS provides comprehensive solutions for authority control and database enrichment, for libraries, museums, and archives of all sizes. Authority control and database preparation standardizes your bibliographic records across collections, cataloging staff preferences and local system changes. Your records come back "clean" and upgraded to current MARC 21 format. MARS offers high-quality processing and individual attention with optimal accuracy rates.

MARS is offered as part of OCLC's Custom Cataloging Services--solutions to meet your library's cataloging and conversion needs.

About AAT
 The Getty AAT is a structured vocabulary containing approximately 125,000 terms and concepts used to improve access to information about art, architecture, material culture, and archival material. Primary users of the Getty Vocabularies include museums, art libraries, archives, researchers, students and the general public. The terms and concepts covered by the AAT range from Antiquity to the present; the scope is global.

Why MARS and AAT? <br> MARS and AAT help your library, museum or archive provide consistent, enhanced access points. As a result you'll be providing users with better search results, improved access to materials, and increased circulation.

To learn about the new authority control options, or for more information about OCLC Custom Cataloging services, contact Lauri McIntosh at 1-866-284-4895 or at <lauri_mcintosh@oclc.org>.

[originally posted by:]
Lydia Kegler
Cataloging & Metadata Services
OCLC Online Computer Library Center
Phone: 614-764- 6128
E-mail: <keglerl@oclc.org>


REVISED CONNEXION BROWSER TUTORIAL RELEASED

On behalf of the User Training Development staff, OCLC is pleased to announce a newly revised Using OCLC Connexion Browser: An OCLC Tutorial.

The tutorial can be viewed from the OCLC Training Page --
          <http://www.oclc.org/support/training/>
from the Connexion Page --
          <http://www.oclc.org/connexion/>
or, from the Related Links section of the OCLC Connexion logon screen --
          <http://connexion.oclc.org>.

All modules have been revised to incorporate the February 2003 enhancements. A new module that describes controlling headings has been added. This tutorial provides both an introduction to Connexion and a workflow-oriented approach to searching and cataloging. Within the tutorial, you can print review pages and use them later for online practice or as job-aids.

In addition to the content revisions, the system requirements have been updated to support both the Microsoft Java Virtual Machine (JVM) and Sun Java runtime engine (JRE). The recommended browser is Internet Explorer 5.5 or higher with Small Fonts enabled. The Netscape browser is not supported for these tutorials.

We hope the tutorial is useful for you and your staff. Please feel free to contact me with your comments and suggestions. They are always welcome.

[originally posted by:]
Kathy Kie
User Training Development
OCLC Online Computer Library Center
Phone: 800-848-5878, x5183
FAX: 614-798-5728
E-mail: <kathy_kie@oclc.org>

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BOOK REVIEWS
Vicki Toy-Smith, Column Editor


NASIG 2001: A Serials Odyssey: Proceedings of the North American Serials
Interest Group, Inc. 16th Annual Conference, May 23-26, 2001,
Trinity University, San Antonio, Texas
 Edited by Susan L. Scheiberg and Shelley Neville

Dazzling, challenging, and exciting are how we feel about serials in the Internet era. In the current information environment, we constantly find ourselves having to deal with rapid changes, and yet struggling to put on our radar screens the new events that occur everyday. As Phillipp Neie and Heather Steele, presenters of a concurrent session at NASIG 2001, put it, we "must run constantly faster to try to stay in the same place."

Annual NASIG conferences are no doubt among the best venues for serialists to share experiences, learn new ideas, and get updated on new trends, so they can run faster. The 2001 meeting offered two pre-conference programs, three plenary sessions, eight concurrent sessions, twenty-four workshops, and twelve poster sessions. The topics covered in these programs display a whole spectrum of serials issues--from licensing to providing access, from various e-serials related subjects to jump starting one’s career, and from classical management issues to futuristic outlook.

Licensing and providing access were two key points of the conference. One pre-conference program, two concurrent sessions, and two workshops were devoted to various aspects of licensing, including basic points of licensing, new pricing models for licensing, a report on the National Electronic Site License Initiative (NESLI) in UK, licensing management at the consortial and local levels, and outsourcing electronic journal licensing and negotiation.

A total of five workshops offered local solutions to providing access to electronic journals. California State University, Northridge shared their experiences of batch-loading vendor provided MARC records for aggregated electronic journals into OPAC using the single record approach. Methodist College offered the methods and techniques to empower non-professional staff to create and maintain journal holdings lists on Websites. Providing full-text reference linking to patrons, a subsidized self-mediated article ordering system at McGill University, and creating journals Web pages on the fly from the online catalog at Miami University all provided insights into "taming the aggregators."

Several other e-serials related subjects were also discussed in a number of workshops. These subjects include cataloging Web resources on the OCLC-CORC, e-serials’ impact on public service, gathering statistics about e-serials, and using the ONIX standard to manage serials. The conference participants were also reminded to examine the functions of library consortia, to check the contents of e-journals before canceling the paper, to plan and cooperate well before and after library system migration, and to remember the needs of the patrons with disabilities when designing Web pages. The development of the digital Journal of Social Structure, a cooperative endeavor between Carnegie Mellon University faculty and library staff, was also presented at a workshop.

A number of presenters shared their insights into how to jump start one’s career in library and information science. The topics covered include getting published, giving an effective presentation, and professional networking. Classical management issues were also tackled at several workshops, such as the art of claiming, dealing with difficult people at work, and serials staffing for the 21st century. In addition, two libraries shared their experiences of building technical services department Websites. A report on the CONSER Publication Pattern Initiative was also presented.

Looking into the future--there was a lot said about it. All the three plenary sessions focused on the future--the future of scholarly publications and the future students and researchers who will read these publications. Problems of current scholarly communication process were addressed, and solutions for improvement were suggested. America’s next generation, nicknamed "Generation Y," was portrayed vividly, and their impact on higher education was discussed and presented as academic challenges. Other futuristic topics include the "sense-making" role of the digital librarian, the new roles of subscription agents, the Uniform Computer Information Transactions Act (UCITA) and fair use, three-dimensional serials and content management on the Web, and the significance of XML for library services. All the above-listed five topics were presented at concurrent sessions.

Last but not the least, the conference participants were treated with a cultural perspective from Mexico. The presenter of this concurrent session told the story of Mexican serials--their production, distribution, and how to acquire them.

Informational and thought provoking, NASIG 2001: A Serials Odyssey clearly has something for everyone. To recommend this book, I would like to echo Tony Stankus, "Making Sense of Serials" columnist, Technicalities, who wrote, "Once again, this volume is proof that WHEN NASIG TALKS, SERIALISTS EVERYWHERE SHOULD LISTEN."

Published in 2002 by: Haworth Information Press, Binghamton, New York. (344 p.) ISBN: 0-7890-1928-0 ($49.95); 0-7890-1929-9 (pbk. - $34.95) Co-published simultaneously as The Serials Librarian, Vol. 42, Nos. 1/2 and 3/4, 2002.

Reviewed by Paoshan Yue
Electronic Resources Access Librarian
University of Nevada, Reno

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EVERYTHING YOU ALWAYS WANTED TO KNOW
ABOUT AV CATALOGING --
PLEASE ASK!
Nancy B. Olson


The traditional Question and Answer session was held after the OLAC Membership Meeting on June 21, 2003, in Toronto. The panelists were Verna Urbanski, Jay Weitz, John Attig, and Jean Weihs; the moderator was Sandy Roe. My comments to the questions are enclosed in square brackets.

First, a picky point. I listened to part of the tape of the meeting, waiting for it to turn into the QA session, and heard someone use the term "listserv." Several years ago there was quite a bit of discussion on Autocat about this, as the company owning the trademarked computer program named Listserv objected to the use of that term in a generic sense. Autocat is a computer discussion list, or an electronic list. "Listserv" is a computer program used to run such lists.

Two or more kinds of media packaged together

The first question was from someone in a public library who had a Sesame Street product that contained a DVD and a compact disc. The question was how to handle this. Some discussion helped determine that, in this case, the DVD was the predominant item and the CD was a sampler of songs, so all agreed this would be cataloged as a DVD with the CD treated as accompanying material. If each were equally important, each could be cataloged separately [or the package treated as a kit--NBO].

Someone pointed out that other commercial packages exist in which the compact disc, or discs, are predominant with the DVD being something like a home movie of the band performing the songs on the discs--in which case the compact discs would be predominant, the DVD accompanying.

This provides a good reminder that one cannot establish standard ways of treating packages of material--each has to be examined carefully to determine what is in hand and what, if anything, is predominant. And, of course, one might decide to discard one or more items in the original package before cataloging anything! Toward the end of the QA session there was a discussion of the problems of new formats, and of AV cataloging in general, as there are the problems of cataloging, and of coding and tagging, but there are also problems of shelving and packaging and how to handle certain things in your library. Cataloging is so much more than just descriptive (and/or subject) cataloging.

Electronic resource
The next question was about cataloging an online database that "might have been a serial at some point." There was considerable discussion about this one, and Jay Weitz pointed out the problems of cataloging something that was not available--questions were asked that could not be answered without having the item itself available to examine.

It was pointed out during the discussion that, if the database were an online service, it would be cataloged as a type "m" item, but if it were primarily textual, such as a bibliographic database, it would be done as type "a."

There was agreement that, if it were updated, whether regularly or not, it would be an integrating resource, though special coding for this aspect cannot be done at this time. In any case, the item, cataloged on a type "a" workform, would need MARC21 fields 006 and 007 for the computer aspects, and field 006 for the serial aspects. BibL "m" would be used, though sometime in the future "i" will be used for this value.

The OCLC document written by Jay Weitz, Cataloging Electronic Resources: OCLC-MARC Coding Guidelines <http://www.oclc.org/connexion/documentation/type.htm> is probably the most useful guidance for this type of cataloging problem.

Universal coffee-pot
Kevin Furniss brought in an object to be cataloged--much of this discussion was accompanied by his show-and-tell, and by much laughter. Evidently the item was packaged in a container with 4 languages printed on it, leading to a discussion of parallel titles. It was decided that the item was realia, and all the information needed for cataloging was found and/or supplied. Someone suggested a note about title from container. [For realia, all sources may be used without making special notes (unless the title is supplied by the cataloger)].

I believe I heard someone summarizing the physical description area approximately as follows:

1 coffeepot (3 pieces) : stainless steel ; __ x __ x __ cm.

There was also discussion of the problem of subject headings and/or genre headings for such items.

CD-ROM of scores
Someone asked how to catalog a CD-ROM that contains scores; scores could be printed out from it. After some discussion it was agreed this would be cataloged on the workform for scores, but with the GMD [electronic resource]. As the score workform would be used, MARC21 fields 006 and 007 would be needed for the electronic aspects. The physical description area would be for the CD-ROM. The contents of the CD-ROM (the scores) would be described and/or listed in notes.

Next QA session: a plea for help
It is difficult to do this column from a tape of the session. Typically the questioner is far from the microphone. Sometimes the discussions get quite lively with many people speaking simultaneously. Frequently laughter covers parts of the responses. It would help me prepare this column if the moderator could (1) restate the question into the microphone, and (2) summarize the answer for both the audience and the recording. In this case, the panelists were not introduced, so I listed them at the beginning of this column from those voices I recognized. I apologize for anything I missed.

When submitting email questions to me for this column, please put in the subject line "Question for Nancy B. Olson" so that I do not delete it without looking further.

Contact Nancy B. Olson at:
 P.O. Box 734, Lake Crystal, MN 56055
avnancy@ic.mankato.mn.us
(please put in the subject line "Question for Nancy")
Phone: 507-726-2985



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IN MEMORIAM


As this issue was going to press, we heard the sad news of the deaths of two highly respected leaders in the area of cataloging, training, and writing on multimedia material. We delayed the Newsletter briefly, in hopes of garnering tributes for both of them. In only one case (Jo) did we become aware of a completed tribute. In Ann's case, we were not aware of a tribute and did not want to rush anyone unduly by asking for one. Therefore, we have simply provided an obituary for Ann and the tribute for Jo. Anyone who wishes to contribute brief memorial statements for either of these women or provide a full tribute for Ann, please contact the Editor, for prospective inclusion in the next issue.

***
** ANN SANDBERG FOX **
***

Obituary from the St. Albans, VT, Messenger:

"ANN M. (SANDBERG) FOX

FAIRFAX -- Ann M. (Sandberg) Fox died peacefully at her home Thursday, Aug. 21, 2003. She was born in Providence, R.I., daughter of the late Silas N. and Cecilia M. (Flynn) Sandberg and was raised in Norwich, Conn.

Ann received her Ph.D in Library and Information Science from the University of Illinois at Urbana Champaign in 1972. She worked at the Library of Congress and retired after 20 years of service. Ann also taught at the University of Illinois, The Catholic University of America, and the University of Maryland. She was actively involved in professional library associations until her death.

She is survived by her husband Robert of Fairfax, her son Thomas of New York City, her sister Patricia Bosanko and her husband William of Calif.; a special cousin, Mary Carrol Fitzgerald of Norwich, Conn.; and two nieces and a nephew.
[…]
Memorial contributions may be made in Ann's memory to Franklin County Home Health and Hospice, 3 Home Health Circle, St. Albans, Vt. 05478, or the charity of one's choice."

*******************

Further information, taken from an internal announcement at LC, was forwarded to the OLAC List by Angela Murphy-Walters:

"Condolences can be sent to her husband Bob at 34 Broadstreet Road, Fairfax VT 05454."


***
** JO DAVIDSON **
***

Though Josephine Davidson ("Jo" to everyone) has not been active in OLAC for several years, she was active during its formative years, a loyal fan and supporter of all things OLAC. She was a member of the Cataloging Policy Committee, worked on many task forces and subcommittees, struggled diligently with the thorny problem of interactive multimedia, attended conferences and did all the things necessary to foster the positive development of OnLine Audiovisual Catalogers. She has been a friend to many, a quiet, sweet, Southern accent in a sometimes harsh landscape of cataloging change. --Verna Urbanski
Josephine F. Davidson, Principal Nonbook Cataloger and former Head of Nonbook Cataloging at the University of Georgia Libraries, died August 25th in Athens, Georgia, after a courageous fight against cancer that lasted more than five years—five years in which, among many other triumphs, she managed to take a cruise to Alaska and enjoy the arrival of her second grandson.

Jo held a BS in Library Science from the University of Southern Mississippi and a MALS from Florida State University. She was a member of several academic honorary societies, including Phi Delta Rho, the first women's honorary society, and Phi Kappa Phi. She began her library career at the University of Georgia Libraries in 1958, and returned to UGA in 1985 after holding a number of supervisory cataloging positions in several academic and public libraries elsewhere in Georgia (Savannah and Augusta), and in Wisconsin (Eau Claire). After her return to Athens, she was twice named Woman of the Year by the Classic City Charter Chapter of the American Business Women's Association (ABWA), in 1988 and 1993. She also served as president of the Athens ABWA chapter in 1992-93. Retiring from the UGA Libraries in March of 2002, Jo continued to work part-time until May 2003.

Among her contributions to the profession, Jo was a member of ALA's ALCTS/CCS/CC:DA Interactive Multimedia Guidelines Review Task Force, which in 1994 produced the ALA Guidelines for Bibliographic Description of Interactive Multimedia. While the useful life of that long-awaited publication was shortened by the sudden advent of the WWW, many of the issues that it brought to the forefront were prescient, and ultimately applicable to the brave new world of cataloging remote-access (and of course, in many cases, highly interactive!) computer files. Another major project of which Jo was particularly proud was her work at the UGA Libraries as supervisor of the bibliographic control segment of the Georgia Newspaper Project, part of the United States Newspaper Program (USNP), from 1987-1990, which provided an outlet for several of her personal and professional interests, particularly Southern history and bibliographic access to microform serials. It is also in no small part due to Jo's dogged persistence over the years that we own many of the major microform sets at the UGA Libraries that we do—and that we have also purchased and edited for local use many sets of catalog records to provide proper access to those holdings. Jo never tired of reminding the UGA Libraries administration that, "this stuff isn't all on the Web, nobody else in Georgia holds it, and if we buy it and don't catalog it, nobody will be able to find or use it!"

Jo's fight against cancer remains an inspiration to us all here. She has always been one of the most positive and upbeat persons any of us has known. She was rarely down, even when the news of her condition was not good—Jo was certainly a believer in the power of positive thinking, and proof of its efficacy. Her cornball, down-home humor was something we all treasured even as we groaned at it—and the bigger the groan she would elicit, the brighter the twinkle in her eye would become. She loved the jazz of George Duke, the rockabilly of Hank Williams Sr., the stories of A.A. Milne, gourmet pizza in any style, and—more than any of the aforementioned—her chosen profession of librarianship.

Jo is survived by her husband, Ken Davidson, of Eau Claire, WI; sons John Davidson of Houston, Texas and Steven Davidson of Atlanta, Georgia; daughter-in-law Lisa Davidson and two grandsons, Will and Jake Davidson, all of Houston, Texas.

Jo will be greatly missed as a friend and colleague.

Ann J. Hope
Head, Cataloging Department
University of Georgia Libraries
and
Neil R. Hughes
Head, Music Cataloging Section
Cataloging Department
University of Georgia Libraries

OLAC members who knew Jo may send messages of condolence to her husband Ken Davidson at:

J. Kenneth Davidson, Sr.
1305 Nixon Avenue
Eau Claire, WI 54701

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